Administrative Support Coordinator

7 days ago

Ithaca, New York, United States Boyce Thompson Institute Full time
About the Role

We are seeking an organized and detail-oriented Administrative Support Coordinator to join our team at the Boyce Thompson Institute. In this role, you will provide administrative support for the Institute, with a focus on HR and Project Leaders.

Key Responsibilities
  • Draft business correspondence, including letters, agendas, memos, speeches, and email, and transcribe letters, memorandums, and meeting minutes.
  • Assist with meeting room reservations and posting of meeting room schedules.
  • Organize Institute programs, events, meetings, or conferences by arranging facilities and caterers, circulating information or invitations, coordinating speakers, and monitoring event budgets in conjunction with the appropriate departments.
  • Provide administrative support to the Monday Morning Seminar series.
  • Assist with Education and Outreach REU series.
  • Oversee planning and coordinating presentations and disseminating information projects for Project Leaders.
  • Assist with employee travel arrangements.
  • Process all travel reimbursements and submit to either Finance or Human Resources Offices for payment, ensuring proper account number is charged.
  • Coordinate receptions for guest speakers and lecturers and talks for job candidates.
  • Maintain accurate and up-to-date human resource files, records, and documentation.
  • Answer frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc., referring more complex questions to appropriate senior-level HR staff or management.
  • Maintain the integrity and confidentiality of human resource files and records.
  • Perform periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
  • Provide clerical support to the HR department.
  • May assist with payroll functions, including processing, answering employee questions, fixing processing errors, and distributing checks.
  • Act as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
  • Conduct or assist with new hire orientation and employee termination/departures.
  • Assist with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
Requirements

To be considered for this role, you should have:

  • A high school education; an Associate's degree in a related field is preferred.
  • Experience in an office setting with editing and scheduling duties, preferably.
  • Proven organizational and computer skills, and be a proactive problem solver.
Salary

The salary range for this role is $20 to $25 per hour.

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